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A Buyer's Guide For Finding the Best Asset Management Software

Buyer's guide

Asset Management Software is a digital tool used to track and manage business assets. It allows organisations to manage multiple assets in one place. Including software, hardware, equipment, tools, digital content, and fixed assets. Asset Management Software is used by asset managers to perform life cycle management. Collecting data from when an asset is purchased to when it is disposed of. This helps create mobile asset registers and plan for preventive maintenance. As well as improve inventory management. It also allows businesses to calculate depreciation values and track each asset’s ROI.

What Is Asset Management Software?

Asset Management Software is designed for businesses to manage and track valuable assets. In particular, assets that are essential for day-to-day operations. Ensuring businesses receive a good return on investment from their purchases. An asset management system provides several benefits, such as:

  • Increasing asset visibility with real-time tracking
  • Creating accurate asset registers
  • Optimising the useful life of mission-critical assets
  • Reducing costs associated with purchasing and maintenance
  • Improving inventory management
  • Ensuring health, safety, and compliance

Asset Management Software offers multiple tools to monitor life cycle management. Including the ability to track fixed assets, inventory, IT equipment, and fleet assets. This allows asset managers to track the various stages of an asset’s useful life. Including planning, procurement, maintenance, operation, and disposal. Data is then stored, monitored, and accessed via a shared asset register.

Track and Manage Assets in Real-Time

The ability to track physical assets is made possible by affixing tags and labels. They include barcodes, RFID tags, QR codes, NFC tags, and GPS trackers. Each tagging option has its own benefits and suits different tracking environments. A tag enables businesses to keep track of their assets. Knowing where they are located and who is using them. Whether that be warehouse stock or IT hardware in offices. As well as seeing an asset’s purchase history and maintenance schedules.

Plan and Schedule Preventive Maintenance

To keep assets in optimal working condition, businesses need to effectively plan maintenance strategies. By monitoring the asset life cycle, maintenance managers can gather data on various factors. Such as useful life, condition, repairs, breakdowns, and an asset’s life span. This data then helps to build a preventive maintenance schedule. Enabling companies to plan for the maintenance of mission-critical assets. This reduces the risk of unplanned downtime and improves the condition of assets. As well as reducing costs associated with downtime and maintenance.

Build a Detailed Asset Register

Asset Management Software provides the tools to build an accurate asset register. An asset register consists of various asset data that helps to make better-informed decisions. Particularly when it comes to purchasing, maintenance, and operation. Asset registers include real-time locations, purchase information, and maintenance plans. As well as depreciation values. They’re available to users on desktops as well as mobiles, via a cloud-based app. Allowing them to be accessed at any time, whether in the office or in the field. As opposed to using spreadsheets, which can be error-prone and time-consuming.

Access Asset Data From a Mobile Device

Mobile access allows users to access asset data from anywhere at any time. Whether that be field operators, asset managers, or maintenance engineers. Accessing an asset management system on mobile is possible through the use of a mobile app. It allows users to view, update, and add to an asset register when off-site. Devices with built-in scanners for QR codes and Barcodes can also update data on the go.

Track and Monitor Asset Life Cycle Management

Asset Management Software is key for tracking and monitoring the stages of an asset’s life cycle. By having this data, businesses can make better decisions when it comes to purchasing. As well a determining the right maintenance plans and calculating ROI. Allowing asset managers to know when an asset reaches its optimal peak performance.

Improve Inventory Management

Although asset management tracks equipment a business uses, it also monitors inventory levels. Asset Management Software can be set up to track inventory that moves in and out warehouses. Whether that be part of a supply chain or stock in a warehouse. Thanks to IoT-enabled tools and tracking technology such as Barcodes. All inventory data is stored on a shared system. Providing greater visibility to all users. Compiling an inventory of assets also allows companies to identify and remove ghost assets.

Why Asset Management Is Important

Asset Management is the action of planning and governing a business’s entire asset inventory. Including acquiring, operating, maintaining, and disposing of. The management of assets, both tangible and intangible, consists of several factors. All helping to monitor and track a business’s most important and financially reliant assets. Whether buildings, machinery, vehicles, or IT equipment.

Asset Management Software allows businesses to automate their asset management protocols. This results in several cost-saving benefits. Such as increased productivity and operations. As well as making better-informed decisions when it comes to purchasing. Other benefits that highlight the importance of asset management included:

Calculate Asset Depreciation Value

Asset Management Software makes it easier for businesses to understand the value of their assets. Asset valuation starts with the planning and purchasing stage. It then moves on to the worth of an asset during its useful life. Until an asset has a final value at the end of its useful life. Calculating an asset’s purchase price against its used worth gives its depreciation value. Knowing an asset’s depreciation value allows asset managers to make better financial decisions. As well as improve the accuracy of a company’s account keeping.

Determine Total Cost of Ownership (TCO)

Depreciation value has a direct link to understanding an asset’s total cost of ownership. TCO is a method used to determine which assets are most valuable to a business. It is calculated by adding together purchase price, operating costs, and maintenance costs. Asset managers can know if owning an asset outweighs the total running costs. Making it easier to decide when, or if, an ageing asset should be replaced or disposed of.

Reduce Unplanned Downtime

A key part of Asset management Software is being able to automate data collection. Including essential maintenance data. This allows businesses to know total usage, expected useful life, and maintenance costs. Enabling asset managers to take a proactive approach to repairs and maintenance. As opposed to running an asset to the point of failure, costing up to 10 times more in repairs costs. Without a preventive maintenance plan, companies risk unplanned downtime. Causing outages of vital equipment that can harm revenue. Unplanned downtime can cost businesses $260,000 per hour on average.

Types of Asset Management Software Tools

Every company has different assets that are essential for generating revenue. Whether that be software, fixed assets, machinery, vehicles, or equipment. Because of the variety of assets, there are different types of Asset Management Software. Each solution provides unique benefits to the assets it is intended for.

Fixed Asset Management Software

Fixed assets are typically larger assets used in a business’s daily operations. They’re in physical form and listed on a balance sheet under Property, Plant, and Equipment (PP&E). Intangible assets such as copyrights and patents can also be classed as fixed assets. Fixed assets include:

  • Infrastructure
  • Buildings and property
  • Land
  • Machinery and equipment
  • Office equipment
  • Vehicles
  • Furniture and fixtures

Fixed assets require extensive monitoring and tracking with fixed asset management. This is because they’re the most expensive assets a business will invest in. Meaning asset managers must ensure a good return on investment. As well as making sure they’re always operational when needed the most.

IT Asset Management Software

An IT asset management system monitors software, IT hardware, digital, and cloud assets. It is also referred to as IT inventory management. It allows businesses to generate IT asset registers and build CMDBs. As well as improve network infrastructure visibility. ITAM software tracks assets such as:

  • On-premise software tools
  • Cloud-based software apps
  • Computers
  • Desktops
  • Monitors
  • Smartphones/Mobiles/Tablets
  • Routers and servers

Software Asset Management (SAM)

Software asset management tools manage the purchasing and usage of software. Unlike ITAM, Software Management Systems exclusively only manage software assets. As opposed to tracking IT hardware such as computers and servers. It enables businesses to:

  • Track and monitor software licences in one single-architecture program
  • Perform SaaS and software license management
  • Gain insights into unexpected costs and expenditures
  • Stay compliant and avoid unexpected software compliance fees
  • Understand the life cycle of software content

Enterprise Asset Management (EAM)

An EAM tool aims to control and measure asset performance. Essentially allowing businesses to maximise an asset’s usable life. EAM enables businesses to focus on asset management, maintenance, and performance. Although similar to CMMS software, an EAM system provides functions such as:

  • Work order management
  • Maintenance planning and scheduling
  • Asset analytics and reporting
  • Purchasing and procurement management
  • Labour and inventory management

Tracking and Monitoring Asset Life Cycle Management

Asset life cycle management is a strategic and analytical approach to asset management. The typical process of an asset’s life cycle can be broken down into four stages. From planning and procurement. Through to operation, maintenance and disposal.

tracking and monitoring asset life cycle management

Asset Management Software helps to optimise the use of assets throughout this life cycle. As well as gauging when an asset reaches its optimal peak performance. Whilst analysing how long of a useful life it has left. Before eventually planning for maintenance work or to replace it. This approach ensures businesses are keeping their assets operational for as long as possible. Life cycle management also considers other factors such as:

  • Asset depreciation value
  • Identifying asset roles
  • Ensuring health and safety
  • Preventive maintenance plans

Who Uses and Needs Asset Management Software?

Asset Management Software provides several tools for tracking and monitoring business assets. This allows it to be used in multiple industries and operations.

Property, Facilities, and Building Management

5 to 20% of overall fixed asset costs are contributed by properties, facilities, or buildings. So, having the ability to perform effective property asset management can help. Businesses can record purchase prices, appreciation value, and depreciation costs.

Apart from the financial requirement, properties and facilities require planned maintenance. As well as cleaning, security management, visitor tracking and energy management. An asset management system helps to schedule, record, and report on these activities. A modern property management tool can provide a framework to:

  • Develop and maintain an asset register
  • Calculate the appreciation and depreciation of fixed assets
  • Schedule, track, and monitor maintenance activities
  • Record cleaning activities
  • Manage workplace layout
  • Track visitors and occupants for safety and security

Software and Hardware IT Asset Management

Businesses can collect a lot of valuable data from their IT assets. Including real-time location, work order status, users, usage, and license renewals. A cloud-based system allows businesses to maintain an asset register of their digital assets.

Along with hardware, a key asset included in most asset registers is software. Software asset management helps to reduce the cost of software ownership. As well as optimise the number of software assets required and maintain compliance with vendors. An IT inventory management solution can:

  • Provide an on-demand view of IT assets
  • Manage entitlements and endpoints
  • Know the usage data of cloud and on-premise IT assets
  • Ring-fence IT network infrastructure to be cyber safe
  • Monitor compliance with software vendor contracts

Equipment and Machinery Management

Unplanned downtime of equipment and machinery can cost 3 to 18% of total revenue. So, businesses prefer to maximise the uptime of their machinery with asset management. It provides a framework that helps schedule planned, preventative, and reactive maintenance. This includes organising internal and external engineers and issuing work orders. As well as purchasing spare parts and planning for asset disposals.

A technology used in most asset management solutions is the Internet of Things (IoT). This allows equipment and machinery to talk to each other. Transmitting operating conditions such as temperature, pressure, and service status. IoT devices can capture this data and provide insightful reports. Helping to increase the uptime of machinery. An asset maintenance management system helps to:

  • Schedule planned and preventative maintenance activities
  • Assign jobs to internal and external maintenance engineers
  • Order replacement parts
  • Optimise maintenance costs
  • Manage reactive maintenance activities
  • Improve age and uptime of equipment

Stock and Inventory Management

Asset Management Software is often used to track stock and inventory. As well as fixed assets such as buildings, properties, and facilities. As the UK Accounting Practice requires companies to declare their assets, this feature is essential. Allowing businesses to record all assets in one place, known as an asset register.

The technology used in tracking stock and inventory includes RFID tags, Barcodes, and GPS. Quite often, a hand-held scanner is used as well. Typically, inventory is connected with users, location, and projects. In some cases, it can be leased as well. Using asset management tools for inventory management helps to:

  • Reduce and eliminate ghost assets
  • Track leased and owned inventory
  • Use RFID, Barcodes, and handheld scanners to tag, track, and monitor assets

Fleet Management

Asset management tools help to track the location of a business’s fleet assets. The technology often used in tracking fleet assets is Global Positioning System (GPS). As well as tools such as Fleet Management Software. Asset Management Software enables fleet managers to gather various amounts of data. Including driver behaviour details, fleet maintenance plans, and fuel costs. Allowing fleet businesses to:

  • Track vehicles and drivers in real-time
  • Analyse and improve driver behaviour
  • Reduced vehicle downtime through preventative maintenance
  • Minimise maintenance, servicing, and MOT costs
  • Reduced vehicle running costs such as fuel
  • Improve the safety of vehicles and drivers

Top 10 Best Asset Management Software Products

fmis asset management software

FMIS Fixed Asset Management System

FMIS provides a fully integrated fixed, finance-aware asset management and tracking platform that allows tracking of assets across multiple sites. Product features include asset tracking, a configurable asset register, auditing capabilities, barcode tagging, and equipment loan management. The FMIS fixed asset management system has been successfully deployed across various industries such as oil and gas, non-profits, education, healthcare, manufacturing, government, and retail.

Assettrack Asset Management Solutions Product

Assettrack Asset Management Solutions

Assettrac delivers a highly configurable asset management system that supports the complex workflows of tracking revenue-generating fixed assets. This scalable and flexible asset management solution is packed full of features such as asset tracking, asset register management, facilities and maintenance management, and stock control. Assettrac solutions are well versed across multiple industries including commercial and retail, manufacturing and industrial, healthcare, IT, and education.

Itemit Product

Itemit

Itemit provides a simple yet effective asset management solution for busy customers wanting to track up to 2000 assets. Deployed through iOS and Android mobile apps, Itemit is an asset management and tracking solution for on-the-go users. It provides the features necessary for tracking assets, inventory control, QR and RFID asset tagging, reporting and analytics, and accessing data offline. It is used primarily in industries such as construction, charities, offices, and food and beverage.

Vision Software by ACMS UK Product

Vision Software by ACMS UK

Vision Software is a fixed asset management and tracking tool by ACMS UK that excels at managing audits and risk compliance across multiple sites and facilities. Stand out features include a comprehensive asset register, auditing risks such as fire and asbestos, asset tracking, NFC vision tagging, and compliance management.

Nanolink Asset Management and Tracking Solutions Product

Nanolink Asset Management and Tracking Solutions

Nanolink delivers a cloud-based asset management tool that focuses on utilising Bluetooth technology to provide real-time asset tracking data. With other 500 customers, the Nanolink asset management solution offers many key capabilities. Including asset tracking, service and maintenance management, reporting and analytics, and third-party integrations.

Assetspire Product

Assetspire

Assetspire offers a highly configurable, cloud-based platform for small and large businesses looking to manage and track their assets. Through tracking technology such as NFC, RFID, and Barcode, Assetspire has been adopted by various asset-heavy industries. Including real estate, healthcare, hospitality, and education.

Freshworks Product

Freshworks

Freshworks delivers an easy to use fixed asset management tool that centres around managing and tracking IT equipment. This service management tool is simple to configure and well suited to ITIL-aligned businesses. Key features include inventory management, asset discovery, asset life cycle management, contract management, CMDB, service level management, and reporting. With a focus on the management of IT assets, Freshworks’ asset management system has been adopted in multiple industries. Including IT and software, e-commerce, education, public sectors, and automotive.

Real Asset Management product

Real Asset Management

Real Asset Management provides an asset management tool that has a focus on tracking fixed assets as well as delivering key accounting and maintenance management capabilities. Logging GPS coordinates, reserving and scheduling assets, and quick auditing are just some of the key features that Real Asset Management delivers. Its focus on accounting and maintenance requirements has lead this fixed asset management tool to become widely adopted in industries such as government, education, and healthcare.

Bulbthings Smart Asset Manager Software Product

Bulbthings Smart Asset Manager Software

BulbThings is an asset management solution that allows users to track assets as well as use powerful tools to generate insights about their assets. This app features lifecycle management, TCO management, and inventory management, giving users a one-stop-shop solution for all their data and asset management needs. Its appeal to both small businesses and large enterprises has delivered asset management solutions to various industries. Including construction, hospitality, healthcare, transport, education, pharmaceutical, and manufacturing.

Traclogik Asset Management and Tracking Solutions Product

Traclogik Asset Management and Tracking Solutions

Traclogic provides an experienced real-time asset management solution by utilising asset tracking technologies such as Bluetooth. Its comprehensive tools have propelled the Traclogik system into an industry-leading position for effective asset tracking and protection solutions. The ability to deliver visibility of a business’s entire fixed asset repository has lead to Traclogik being adopted in various industries. Including healthcare, manufacturing, aviation, transport, logistics, construction, and security.

Knowledge Guides for Asset Management Software Users

7 Unique Ways of Using Asset Management Tools to Enhance Your Business

19th Sep 2019

Tracking and managing your business assets throughout the workplace can help to improve efficiency and increase overall productivity. From eliminating spreadsheets, managing vehicles fleets, and using high-end tracking hardware, get to know the 7 key benefits of an effective asset management software solution.

What Are Ghost Assets & How to Eliminate Them With AMS

28th Aug 2021

An asset management system provides the right tools to help identify and eliminate ghost assets from your business’s asset register. By monitoring asset life cycles and tracking inventory in real-time, you’ll be able to remove these pesky ghost assets and start improving the accuracy of your data collection.

10 Key Asset Management Software Features for Small Businesses

19th Dec 2019

Beneficial to businesses of all sizes, asset management software is packed full of helpful features to help increase and improve efficiency and productivity. Here are the 10 best features that you’ll need for your small business from an effective asset management system.

The Importance of Deploying Asset Management Tools in the Automotive Industry

12th Aug 2021

From eliminating reactive maintenance techniques and ditching error-prone asset tracking spreadsheets to maximising production and reducing costs: See how Asset Management tools help businesses to stay competitive in a market such as the automotive industry.

A Complete Guide to Property Asset Management and Its Many Benefits

6th Dec 2019

Asset management software is implemented into a vast majority of industries and organisations, one of which is the property business. From efficient help desk management to maintaining an entire portfolio of facilities, delve into our complete guide to property asset management and discover its many benefits.

The Four Key Stages of Asset Life Cycle Management

17th Nov 2021

Tracking and analysing the life cycle of each asset is a great way to build maintenance schedules and plan for future purchases. In fact, the life cycle process can be broken down into four simple stages. Discover the crucial life cycle stages, understand why tracking an asset’s life cycle is essential, and learn how to do it with an asset management system.

Cloud-Based or On-Premise Asset Management Software

30th Oct 2018

With over 90% of Comparesoft users preferring cloud-based asset management tools, you may think that this is also the best option for you. But have you considered an on-premise asset management system? Get to know the features and benefits of each solution in this handy guide.

How Local Councils Can Benefit from Effective Asset Management

28th Nov 2019

Owning over £420bn worth of public property assets with a total running cost of £23bn per year means one thing; asset management systems are crucial for local councils. In this guide, we highlight the many features and tools that councils need in order to operate at the most efficient level.

The Benefits of Implementing Asset Management Solutions in Schools

1st Apr 2020

From ensuring the availability and usability of schools assets to tracking budget spending across all school departments. Understand the importance of implementing asset management software and tools into your primary or secondary school with our in-depth buyer’s guide.

Why Chemical Engineering Plants Need Asset Management to Maximise Production

16th Jun 2020

Discover how deploying asset management software within the chemical industry can enhance the reliability of equipment, maximise the utilisation of assets, and help you save on maintenance costs.

Maximising Equipment & Infrastructure Performance with Utilities Asset Management

6th Jul 2020

By deploying the best asset management system with the right tools, you're able to improve the management and maintenance of your production-critical utility assets to increase equipment reliability. As well as reduce costly outages and maximise your utilities output.

How Asset Management in Manufacturing is Creating the Smart Factories of Tomorrow

20th Nov 2019

Discover the benefits of an asset management system that has been specifically designed for use in the manufacturing industry. Also, learn why successful asset management in manufacturing is key to producing the smart manufacturing factories of tomorrow.

What Is an Asset Register and Why Is Accuracy Important

11th Nov 2021

There is a famous saying in the asset management software world: “if you count all your assets you always show a profit”. Yet a staggering 81% of small and medium businesses do not have an accurate view of their assets.

The Benefits of Managing Assets in a Micro Business

21st Oct 2019

It's important to understand that, as well as benefiting small and large companies, YOUR micro business can also benefit from effective asset management.

The Benefits of Asset Management Healthcare

17th Oct 2019

Discover how an effective asset management healthcare tool reduces wasted nursing hours searching for equipment and improves patient care.

Why IT Asset and Service Management Are Vital to Building the Digital Culture of Your Organisation

4th Sep 2017

Insightful view backed by commercial examples on why ITAM and ITSM are vital for building the digital culture of your organisation.

How SaaS Has Changed How IT Executives Get Things Done

22nd Sep 2016

A contemporary view of how SaaS and BOYD have influenced ITSM and ITAM functions of modern IT Team.

Stop Using Spreadsheets and Start Embracing Asset Management Systems

3rd Nov 2015

It’s no secret how handy using spreadsheets can be. After all, they’re free, easy-to-use, and allow data to be stored in one place. But they’re also a danger to any business that wishes to scale.

The 5 Asset Reports You Need from an Asset Management Tool

10th Jan 2020

No matter what asset management tool you choose, generating the right asset reports is vital. From maintenance schedules to inventory management; here're 5 essential reasons why.

How Best to Elevate Your Fixed Asset Management & Accounting

12th Feb 2021

Fixed assets are the most crucial & expensive assets on a business's balance sheet, highlighting the importance of fixed asset management.

Improve Workflow by Digitising Your Asset Inspection & Survey Processes

19th Feb 2021

Why ditching manual asset inspection and survey methods in favour of digitised tools is essential for improving efficiency & productivity.

Why Asset Management is Essential for Construction Sites, and How to Use It

17th Feb 2020

Allow project owners and site managers to maximise the usability of construction assets across multiple sites and buildings with asset management software.

How Asset Management Can Enhance Business Operations

16th Sep 2019

Why reducing costs and implementing effective systems, such as an Asset Management system, can be highly beneficial for business growth.

The Benefits of Small Business Asset Management

16th Oct 2021

Asset management tools aren’t only built for Blue Chip organisations with thousands of employees; they can also be utilised by small business owners. From managing digital assets and physical equipment to tracking company vehicles, we’ve highlighted 6 benefits that a small business can achieve with the right asset management tools.

Tracking Stock & Gaining Visibility: Why Inventory Management Is Essential for Asset-Heavy Businesses

21st Nov 2021

Tracking stock and gaining visibility with asset management tools are the keys to improving inventory management for asset-heavy businesses.

Creating Asset Maintenance Strategies to Track Conditions and Eliminate Downtime

23rd Nov 2021

When it comes to keeping assets in optimal working condition & reducing downtime, having an asset maintenance strategy in place is critical.

Using Mobile Devices and Cloud-Based Apps to Take Asset Management Offline

25th Nov 2021

From accessing real-time data to tracking assets in the field, discover why and how asset management tools are taking advantage of mobile.

Faq’s

Frequently Asked Questions

Q A

What Is the Best Asset Management Software?

The marketplace for asset management software is vast and filled with various different tools. But, when it comes to finding the best asset management software for you, there are a number of factors you should consider.

The term ‘best asset management software’ is subjective, as what may be the best system for one company might not be the right solution for you. For instance, determining what the best AMS software is for you can depend on:

  • The number of assets you have

  • The budget you have to spend on an AMS system

  • What tasks you want an AMS solution to perform (asset tracking, maintenance management, automating inventory control, etc.)

  • The amount of data you need to collect

  • What industry you’re operating in

  • The type of software you need (mobile, cloud-based, web-based, on-premise, etc.)

Q A

What Is the Difference Between Fixed Asset Management and Asset Management Software?

Fixed asset management is the process of tracking and recorded non-current tangible business assets to maximise the usability of each one. It focuses on the management of physical assets that are primarily used to help generate revenue, such as property and machinery. As opposed to current assets such as cash and short-term investments.

Also referred to as capital assets, fixed assets are generally long-term assets. They have a life span of one accounting year or more and usually appear on a balance sheet as Property, Plant, and Equipment (PP&E). Two examples would be equipment and an office building. These are considered fixed assets because of their physical form and that they will be used to generate revenue in the next few years of operations. They can also be referred to as non-liquid, which means they can not be easily transferred into cash. Whereas current assets, such as inventory, are expected to be converted into cash or used within the year.

Like most generic AMS solutions, fixed asset management enables businesses to track and record their fixed assets with the intention of improving life cycle management. This means, when a fixed asset reaches the end of its usable life, there is enough data to generate an estimated salvage value based on if it was broken down and sold in parts. Or, in some cases, the data will highlight that the asset is no longer valuable and that it should be disposed of without receiving payment.

Finance managers and accountants typically take an interest in knowing how a business’s fixed assets are managed, to ensure correct management as per accounting standards. For example, there are specific depreciation protocols to be followed with fixed assets when compared to leased assets, which are then treated differently to owned assets. Because of this, the International Financial Reporting Standards (IFRS) has defined specific standards to manage different types of assets. For example, IAS 16 relates to the management of property, plant and equipment.

Q A

Who Uses Asset Management Software?

The numerous amount of tools and features provided by an asset management system means a vast number of employees can benefit from accessing your asset management software. For instance, an AMS solution will be used by:

  • Asset managers

  • Inventory and stock managers

  • Facility managers/Landlords

  • Technicians/Engineers

  • CFOs

  • Maintenance teams

As well as workplace personnel, asset management software can also be used across a wide range of asset-heavy industries that range from small and medium businesses (SMBs) to large enterprises. Typical industries that benefit from digitalised asset management include:

Q A

What Is the Difference Between Asset Management Software and Asset Tracking?

The difference between asset management software and asset tracking can be minimal, as both systems are closely related. So much so, that asset tracking is included in most modern asset management tools. The two tools go hand-in-hand when it comes to obtaining and recording efficient asset data. But, if a business was to purchase one without the other, there are various differences between the two.

Although asset tracking features can be integrated into most asset management systems, they can also be purchased as a stand-alone solution. Mostly utilised for inventory, equipment and fleet, asset tracking focus solely on the tracking and recording of assets; effectively collecting data to build a centralised and accurate asset register.

Along with tracking and tagging features, such as RFID, GPS, Barcode, and Bluetooth, asset tracking enables users to view an asset's current location in real-time and its location history. This information can be especially useful for locating lost or stolen assets and eliminating ghost assets.

Where as asset tracking can be limited to just tracking and recording assets, an asset management tool can provide features to effectively manage assets in order to maximise each one's usability and ROI.

A key part of asset management software is enabling life cycle management. Having this data can not only help with forecasting the acquisition of future assets, but it also helps asset managers to assess and conduct the best option for disposing of ageing assets.

AMS solutions also enable businesses to manage the planning, budgeting, maintenance management, service management, and much more.

Q A

What Problems Can an Asset Management Software Solution Solve?

By allowing businesses to track and record their assets, an asset management software solution can be an essential tool for effective inventory and lifecycle management. With an AMS system in place, businesses are able to collect critical assets data. Such as real-time location, total and current usage, user permission, and maintenance schedules.

Without an AMS system, however, businesses can encounter a number of problems. Five main issues being the lack of control over assets, a lack of real-time data, being unaware of an asset’s total cost of ownership, a lack of sharable data between teams, and constant spending on lost or stolen assets.

But, with an asset management software solution, businesses are able to get a better handle on these problems and work towards solving them.

  1. The Lack of Control Over Business Assets

    AMS enables you to consistently, and constantly, track and record the lifecycle process of an asset. With this, businesses are able to understand the process and the journey that an asset will embark on from acquisition to disposal. This can involve collecting data on an assets location history, when an asset is being used and by who, and even allowing you to assign assets to a specific project or employee.

  2. The Lack of Real-Time Data

    With the use of tracking and tagging features in an AMS tool, businesses are able to track and collect data in real-time. Features such as RFID tags and GPS trackers provide information like real-time location, current work order and current work order status. And, unlike the process of manual input into spreadsheets, real-time data can be updated and added to an asset register almost instantly. Thus eliminating the possibility of human error.

  3. Unaware of the Total Cost of Ownership (TCO)

    By collecting essential data such as maintenance reports and usability, businesses are able to calculate an assets total cost of ownership with greater accuracy. This can reduce spending on asset acquisition, optimise an asset’s usability through scheduled maintenance and repairs, and help to determine when an ageing asset should be replaced or disposed of.

  4. Lack of Shareable Data Between Teams

    Whether you’re a small business or an enterprise, an advantage to implementing asset management software is the use of one centralised hub. This hub can be accessed and updated across all teams and departments, meaning everyone inside the organisation can have access to essential asset data.

  5. Lost or Stolen Assets

    Lost and stolen assets can have a huge effect on business operations and costs, with 25% of employees admitting to losing work assets. But, mostly with real-time data through tracking and tagging features, this percentage can be reduced. Managers can have access to data such as real-time location, where an asset was last used, and who an asset was last used by. For example, fleet management can be improved with the use of a GPS tracker installed in a company vehicle.

Q A

What Is the Difference Between On-Premise and Cloud-Based Asset Management Solutions?

There are two types of AMS solutions that are commonly used in business; on-premise and cloud-based asset management. On-premise is a type of program that stores all asset data on-site, on local servers. Whereas a cloud-based tool can collect a business’s data and host it on the server of a vendor, making it easily accessible with only an internet connection. This way of storing data and accessing it through a cloud-based solution has become so sought after that 82% of providers have now built their applications specifically for cloud delivery.

An on-premise tool is installed on the grounds of a business, whether that be in the workplace or at a separate location. Implementing a hard-wired system can have its advantages, such as extra security and greater control. However, this can come with a hefty price tag. The large area of space needed, employment of an on-site IT maintenance team, and purchasing a magnitude of hardware, are just some of the upfront costs to consider.

But, this is where a cloud-based asset management tool can prove essential. Firstly, it has minimal upfront costs and is instead purchased on a subscription-based pricing model. Secondly, most AMS solutions have a very low implementation timescale. This allows vendors to deploy the system instantly and make it available through a webpage login or an app.

The centralised hub of a cloud-based AMS solution also means that data is accessible to all teams, departments and employees. This can be useful for companies who need instant access to data but are working across multiple sites or locations. It can also provide field employees with the information they need to make a critical decision when working off-site.

Another advantage of cloud-based software is the ease-of-access to data on multiple devices, such as smartphones and tablets, from anywhere at any time. Some modern tools even provide offline capabilities, allowing teams to view asset data without the need for an internet connection. Whereas an on-premise solution can be strictly for office-use only and data only accessible via company desktops.

Q A

Should I Implement Asset Management Software for Small Business?

In the UK, small businesses are primarily identified as a company with a workforce of fewer than 20 people and an annual turnover of £1 million to £5 million. And, as with most businesses, a steady flow of revenue is only achievable with the use of business-critical assets that contribute to day-to-day operations. But if these assets where to breakdown, go missing, or sit idle, annual turnovers could take a tumble.

One solution of utilising these assets is through small business asset management. Not only intended for larger companies and enterprises, asset management software can prove vital to a small business’s operations too.

Though a small business can consist of only a few assets, it tends to rely heavily on its limited resources. The cost of operating, or even replacing, these assets could be the difference between staying in the black or falling into the red. But, with asset management software, valuable assets can be effectively tracked and recorded to optimise and maximise their output.

By tracking assets, managers are able to gain an insight into how they are used in the company. They can start to understand when an asset is used, what it is used for, and who it is used by; effectively being able to improve lifecycle management and identify the total cost of ownership for each asset.

Businesses are also able to produce an efficient maintenance and repair schedule, which can reduce the impact of costly and unplanned downtime through preventive and active maintenance. In fact, unplanned downtime is costing businesses up to $260,000 (£200,000) a year in the manufacturing industry alone.

As well as correcting downtime, a useful feature of implementing AMS into a small business is the ability to track assets in real-time. With this, businesses can track and record an asset’s location, see where it was last used, and who it was last used by. This type of data collecting is achievable with tracking and tagging tools such as RFID, GPS, Barcode and Bluetooth. Eventually, this data can lead to a reduction in lost and stolen assets that can be expensive for a small business to replace.

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Why Do Businesses Use Asset Management Systems to Manage Their Assets?

Businesses choose to use asset management tools to manage their assets in a bid to maximise usability and store all asset data in one centralised system. Whilst identifying risks, tracking usage, and reducing unnecessary expenditure.

Assets can be made up of anything, from inventory and IT equipment to buildings and company vehicles. The key to effectively managing these assets is having the ability to track them in real-time. This can either be inside the workplace or assets that are moving in-and-out, such as inventory. Real-time tracking is achievable with features such as RFID tags and GPS, which can be found in most asset management software tools.

With real-time tracking, managers are able to record critical asset data like work orders and total usage. This helps to build a complete and accurate asset register and significantly reduce data errors. Tracking features can also eliminate the need for error-prone tools, such as spreadsheets.

Collecting data is crucial in a business’s attempt to build an effective life cycle for each asset. An asset life cycle can be put into four stages; planning, acquisition, operation & maintenance, and disposal. By recording data from existing assets, managers can highlight the need for future acquisitions with the aim of improving operations.

Once an asset has been acquired and deployed, it is then tracked. This lets asset managers know how an asset is being utilised in order to maximise the output of operations. With this information, they can accurately know when it is time to dispose of ageing assets. Doing so in the most efficient and cost-saving manner for the business.

The need to reduce spending is also an essential reason for managing assets. With access to asset management tools and accurate data, businesses can work with more precise budgets and forecasts. And, with real-time tracking, they’re able to identify the current and historical location of each asset. Enabling them to reduce replacement costs of lost or stolen equipment.

Another advantage of managing assets is the ability to produce an effective maintenance and repair schedule. Having this schedule in place can be essential to reducing costly unplanned downtime. This can be best achieved through preventive and active maintenance for business-critical assets.

Q A

Can I Replace my Asset Management Spreadsheet With an Asset Management Software Solution?

Albeit a cost-effective solution, using an asset management spreadsheet to manage and track assets throughout a business can prove costly. If not now, then most likely in the future. And, although a step up from pen and paper, it may actually do more harm than good as a business grows.

Not only do spreadsheets lack the features of an asset management system, but they also increase the likelihood of collecting and storing incorrect information. False data most commonly accumulates at the manual input stage and occurs in the form of duplicated fields and typing errors. This type of human error can be disastrous for any business. So much so, that human error ended up costing UK businesses an estimated £98.6 billion in 2015 alone.

Although errors are easier to locate and resolve when managing just a handful of assets, they can become more common and undetectable as a business expands. With more assets moving in-and-out of the workplace, the process of logging data intensifies. Not only this but with a lack of usability and accessibility, spreadsheets will give no indication as to who or how many employees have updated a file. There is also no audit trail, making it difficult to keep accurate counts of inventory.

But, asset management software prevails as an effective alternative. A feature-laden tool with capabilities such as tracking and tagging can help to reduce errors and significantly improve the accuracy of asset data. Accessibility is enhanced too through the use of cloud-based technology, which can alert managers and employees when data has been edited or updated.

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What Is an Asset Life Cycle and How is it Measured With Asset Management Tools?

A crucial part of an asset management system is the ability to observe, track, and maintain assets throughout their entire lifecycle. This is known as asset lifecycle management and it is a crucial process in order to extend the usable life of an asset while maintaining its optimum operational level.

Collecting significant data through the asset lifecycle process helps businesses to grasp the total cost of ownership, while also understanding how each asset can be utilised in day-to-day operations. With this information, a business can determine when an ageing asset is deteriorating and calculate its depreciation value. Essentially helping to reduce future spending by effectively planning for its disposal.

The asset lifecycle can be split into four stages; planning, acquisition, operation & maintenance, and disposal.

  1. Planning

    Planing can be viewed as a simple, yet crucial, stage of the asset lifecycle process. By analysing trends and evaluating data from existing assets, businesses are able to generate reports and accurately understand the need for acquiring a new asset.

  2. Acquisition

    Once an asset has been identified, it is acquired and installed. The process of tracking and managing the asset then begins at an early stage, effectively collecting accurate data for any other future acquisitions.

  3. Operation and Maintenance

    After an asset is installed, it can begin to perform its operational duties. If all goes well, this stage will be an asset's most prolonged in its lifecycle. To help extend an asset’s operational life, while still maintaining its usability, an effective maintenance and repair schedule is needed. This can be achieved through preventive, active, reactive, or emergency maintenance.

  4. Renewal/Disposal

    Finally, at the end of its lifecycle, an asset is either sold, re-purposed, thrown away or recycled. By collecting enough accurate data throughout the asset lifecycle, businesses are able to understand an asset’s total cost of ownership and decide whether to dispose of an ageing asset or replace it. The data may highlight that the asset is no longer valuable to a business and should be scrapped by either dismantling it and selling it for parts or disposing of it without receiving any payment. But, if there is still a purpose for this type of asset, a replacement can be purchased and the lifecycle begins again.

What is an Asset Life Cycle and How is it Measured with Asset Management Tools

Q A

What Are the Benefits of Open Source Asset Management Software?

Open source asset management software is a system that can be modified, inspected and enhanced by businesses to match their own operational needs. This is possible when a software vendor, or the software source code’s author, grants access through the purchase of a license. With most open source software, changes can be made by editing and adding lines of code in the source code.

By having access to the source code, you can essentially edit the platform and create your own version. As opposed to proprietary, or closed software, which allows only the original author to legally alter the software’s code. With access, your in-house programmers are able to customise layouts and even improve security and privacy. All while adding a personal brand to make the system more familiar with your team.

There are various benefits of an open source asset management solution, and the increase of security is its main one. If an employee discovers a security flaw or bug in the source code, your in-house development team can provide an instant fix. Whereas, with closed software, you may have to wait for the vendor to make any critical changes.

Other advantages of an open source software solution include the ability to customise fields, tabs, reports and user roles. It also lets you edit user entry, allowing certain teams and departments access to information that may not be available to others.

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Is It Possible to Track Assets With Asset Management Software?

An asset management solution can be coupled with various features and technology to effectively track assets throughout a business. Whether that be tracking an asset’s location in real-time or tracking its total usage. With the underlying outcome to understand how each asset is being utilised.

With the use of a Real-Time Location System (RTLS), businesses are able to see the exact location of an asset. This is possible with most RTLS-enabled devices, such as an RFID tag, a Bluetooth receiver or a GPS tracker. These devices have a variety of uses in the workplace, such as using GPS trackers to locate a fleet of company vehicles. They can also be used to identify and eliminate ghost assets and reduce the amount of lost or stolen equipment and inventory.

With an RTLS device attached to an asset, businesses are able to build a historical location log, see which employee used it last, and know the exact location of its current whereabouts. A device can also indicate how long an asset is active for during operations or how long it has been idle for due to maintenance and repairs.

All of this data, gathered by tracking business assets, is crucial to developing a complete asset life cycle. Knowing the life cycle of each asset can be essential for productivity. It can highlight the need for certain assets in the company, produce an effective maintenance and repair schedule to avoid unplanned downtime and help to work out the best option for disposal or replacement. All with the intention to maximise an asset’s overall ROI (Return on Investment).

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Is It Possible to Manage Assets With Asset management Software on a Mobile Device?

As technology and software tools modernise, the use of mobile devices and smartphones have become a common feature in the workplace and with AMS solutions. In fact, 60% of employees use mobile devices for work-related activity.

A key feature of being able to manage assets with asset management software on a mobile device is the ease-of-accessibility. Being constantly attached to a person, either in a pocket or a bag, a mobile device is likely to always be within arms-reach. And, with an integrated mobile asset management system, employees and teams can have regular access to an asset register.

The asset register will include all essential data and have the ability to be updated and edited while on-the-move. This can be particularly handy for field employees who are working away from the workplace. It can also be used in businesses that have multiple site locations and teams that need access to various data.

With built-in radio antennas, mobile devices can be configured to act as a receiver and track the signal of a transmitter. Allowing them to communicate with other devices like RFID tags and Bluetooth receivers. This gives access to real-time data and can also be used to track an asset’s real-time location. By also using a smartphone’s hardware features, such as the camera, it has the ability to scan an asset’s Barcodes and QR codes. A mobile device’s camera can also come in handy if employees need to instantly attach photos to an asset’s data file for others to see.

Other benefits to managing assets with a mobile device include alerts and notifications for asset availability, knowing the status of work orders, and having instant access to reports and budgets.

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What’s the Difference Between Asset Management Systems and Inventory Management?

A crucial part of your business operations and how you’re able to generate revenue is your assets and inventory. Whether that be raw materials, stock, fleets, machinery, or employees. But, when it comes to deciding on the best way to manage your most vital elements, choosing the right software management tools can be tricky. That’s why it’s important to define what your assets and inventory are:

  • Assets - what you own

  • Inventory - what you sell

Before implementing either type of software solution, it’s important to understand the stakeholder’s needs. For example, one essential stakeholder would be your asset manager. An asset manager would need access to the right tools and features in order to carry out their responsibilities. The roles of an asset manager include:

  • Identifying and quantifying risks

  • Assigning assets

  • Providing evidence for compliance

  • Monitoring and reporting on individual assets

  • Forecasting future procurements

Benefits of an Asset Management System

Implementing asset management software enables you to track, monitor, and analyse the things you own; your assets. An effective AMS system will provide the tools to make the most cost-effective decisions when it comes to acquiring, maintain, and disposing of your business assets. Resulting in an improved ROI for each mission-critical asset. Typical benefits include:

  • Real-time asset life cycle tracking

  • Monitor and collect accurate data

  • Forecast future procurements and budgets

  • Reduce maintenance costs and unplanned downtime

Benefits of an Inventory Management System

An inventory management system is a detailed approach that incorporates both your raw materials and finished products. Inventory manages are able to track, maintain, and control stock levels. As well as automate the ordering process to keep within certain stock level thresholds. Effective inventory management is essential for a business that relies on the sales of items to increase their bottom line. Typical benefits include:

  • Reducing replacement costs for lost or stolen inventory

  • Maintaining stock levels to keep up with demand

  • Automate manual tasks such as stock-taking and ordering

  • Avoid over-ordering of stock

Q A

Every Asset Management Software Solution Looks the Same - What Is the Best Way to Compare Tools?

The time may come when, after weeks of searching and enquiring, each asset management software solution look similar. But, with our specialised algorithms and Comparesoft comparison tools, we can provide you with a list of the best asset management software solutions that match your business needs.

Our overall goal is to eliminate the painful process of AMS search and comparison, making it as simple as possible. By providing us with your business’s asset management requirements, we will find the right solution for you.

With the information you provide to us, we can compile and produce a catalogue of product results within minutes. This is based on your assets, how many assets you have, and what industry you work in. You can then take a deeper look into each product with our information-packed profile pages, and even shortlist and compare your favourites against each other.

Before we list any asset management software tool, we ask each vendor to demo their product to us. This way, we can ensure each product matches our high-quality standards. We also rank and recommend each product based on verifiable data and feedback from past customers who have used the asset management product.

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